Ensure full compliance with HUD regulations and internal policies related to
eligibility documentation, income verification, utility allowances, and rent
reasonableness determinations in the Housing Choice Voucher (HCV) program.
1. Correct the Deficiencies in the Identified Files
Issue
Missing 214 Declaration Form
Utility Allowance Calculation (2 files)
Missing Third-Party Income Verification
Missing Rent Reasonableness Determination
Action
Contact tenant to obtain and file the signed 214 declaration.
Recalculate and document the utility allowance using the current approved utility schedule.
Request and obtain third-party verification; if unavailable, follow up with tenant and document
efforts per HUD guidelines.
Conduct and document rent reasonableness review for the current unit.
Responsible Party Housing Specialist
Housing Specialist
Housing Specialist
HQS/Rent Reasonableness Officer
Timeline
Within 10 business days
Within 10 business days
Within 10 business days
Within 10 business days
2. Expand Review to Broader File Population
Action Details Responsible Party
Timeline
Risk-based Review of Additional Files
Identify Systemic Issues
Report Findings
Identify a representative sample of 100-200 files from the broader tenant population to assess the
prevalence of the noted deficiencies.
Track and categorize findings to identify patterns of noncompliance.
Present findings to leadership and recommend procedural changes if systemic issues are found.
Quality Assurance (QA) Team
QA Manager
QA Manager
Within 45 days
Within 60 days
Within 75 days
3. Strengthen Policies, Procedures, and Staff Training
Update Procedures
Revise Standard
Operating
Procedures (SOPs)
for file
documentation,
utility allowances,
and rent
reasonableness.
Include clear
checklists.
Program Manager
Within 90 days
Staff Training
Conduct mandatory
refresher training
on eligibility
documentation,income verification
protocols, rent
reasonableness, and
utility allowance
schedules.
File Audit Checklist
Implement a
standardized
checklist for file
reviews before final
approval.
4. Ongoing Monitoring and Compliance
Quarterly File
Audits
Continue random
quarterly audits of
tenant files to
ensure ongoing
compliance.
Compliance
Reporting
Include compliance
metrics in monthly
management
reports.
Corrective Action
Tracking
Maintain a tracking
system for noted
deficiencies and
corrective actions
taken.